Chat Privacy Policy

Last updated: 2025-08-16

1. Introduction

This Privacy Policy explains how we handle information when you use our website's chat feature. We are committed to protecting your privacy while providing helpful responses to your questions.

2. Information We Collect

When you use our chat feature, we may collect:

Chat messages you send to our chatbot
Anonymous session identifiers to maintain conversation context
Your feedback (when you use thumbs-up or thumbs-down reactions)
Other personally identifiable information such as Name, Email addresses, Phone numbers, and other contact information (only when the chatbot has lead collection enabled and you voluntarily submit it)

3. How We Use Your Information

We use this information to:

Provide relevant responses to your questions
Improve our chatbot's accuracy and helpfulness
Address issues you report
Analyze chat performance and popular topics (in aggregate form)

4. Data Storage and Sharing

Important information about your data:

Chat conversations are stored securely in Amazon Web Services (AWS) DynamoDB, in the us-east-1 region.
Your messages are processed through third-party AI providers:
- Groq (our primary AI service provider)
- OpenAI (fallback AI provider if Groq is unavailable)
Conversations are anonymous and not linked to personal identifiers unless you voluntarily provide them.
We only retain conversations as long as necessary to provide the service, improve quality, or resolve issues.

5. Data Security

We implement industry-standard security measures to protect your information:

All data transmission between your device and our servers is encrypted using TLS (Transport Layer Security)
Data stored in AWS DynamoDB is encrypted at rest using AWS encryption services
Access to stored data is restricted to authorized personnel only
We regularly review and update our security practices to maintain the highest standards of protection
Our third-party AI providers (Groq and OpenAI) are contractually required to follow strict data privacy and security standards

6. Analytics

We collect anonymous analytics about chat interactions to improve our service, including:

Chat topics and themes
Quality of responses (based on user feedback)
General usage patterns

7. Your Rights

You have the right to:

Use the chat service without providing personal information
Choose whether to provide feedback on responses
Request information about how your feedback is used
Request deletion of your past conversations by contacting us (see Section 9). We will honor deletion requests unless retention is required for legal or security reasons.

8. Responsible AI Use

We are committed to using generative AI responsibly and ethically. Our approach is guided by the following principles:

Transparency: We use AI systems (Groq and OpenAI) to help generate responses to your questions. While each message is not labeled individually, this policy serves as a clear disclosure of AI involvement.
Accountability: Human oversight remains central. We regularly review AI performance and take responsibility for the information presented to you.
Fairness and Inclusivity: We strive to ensure AI outputs are free from bias and promote inclusivity, reflecting the diverse needs of our users.
Privacy and Security: Protecting your personal information is paramount. AI providers we use are contractually required to follow strict data privacy standards. See Section 4 for details.
Continuous Learning and Improvement: We stay on top of evolving AI technologies and ethical standards, refining our practices to better serve you.

9. Changes to This Policy

We may update this privacy policy as our services evolve. Significant changes will be announced through our website.

10. Contact Us

If you have questions about this Privacy Policy or wish to request deletion of your data, please contact us at:

Email: info@webindexer.app